Last week, you learned that the Help > About window can provide valuable information about your database, including how much space is being used by Notes, Activities, and other entities in Sage ACT!. After using Sage ACT! for some time, you may want to perform housekeeping with the Remove Old Data tool to free up more space in your database, and improve performance. It is especially important to run this tool periodically if you are using Microsoft SQL Server 2008 Express to manage your database, because SQL Server 2008 Express has a maximum size limit of 4 GB. This week, you’ll learn how to keep your database tidy by removing old data.
Using the Remove Old Data Tool
1. Prior to removing data with this tool, you should back up your database to create an archive copy of the older data!
2. Then, from the Tools menu, point to Database Maintenance. Click Remove Old Data.
3. Select the data and set the age of the data to be removed. Notice removal is based on today’s date, so you are selecting to remove any data older than “X” days from today. Click OK.
4. Read the caution message; to proceed with data removal, click Yes. To cancel data removal, click Cancel.
5. At the completion message, click Yes to re-index your database. Re-indexing improves the speed with which data may be located; if you do not want to re-index at this time, click No.
6. If you selected to re-index the database, at the prompt, click OK.
Depending on how many Notes, Histories, Activities or Document tab entries you enter into Sage ACT!, you may want to schedule a recurring activity so that you remember to perform this important maintenance every 6 months, or even quarterly.